TeamLab – How to work with large email distribution lists

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In the latest big release of TeamLab, the ability to send mass emails has been introduced in beta to the Customer Relationship Management (CRM) module of the application.

So, how does this new feature work?

Firstly, the user will need to have portal administrator access to work with mass emails.  Secondly, your internal SMTP server needs to be configured to work with your TeamLab portal (see below for simple instructions).

A distribution list for a mass email is created within the CRM module. From within the Contacts tab, choose the list of recipients you want to send the email to by simply checking the box next to their name.  At this point, you can use filters to find groups of people quickly without having to work through each individually.  Once the filtered list is displayed, use the check box at the top of the list to add all the displayed contacts in the filtered results to your distribution list.  It really is so simple! Using your created distribution list, you can mail up to a total of 1000 people for each email.

Next, prepare the email by clicking Send Email and choose the Internal SMTP option.  On the Compose Mail page, you’ll see the email template ready for you to complete.  The list of recipients will be populated with your selected contacts.  Fill in the email content, add any required attachments and your ready to send!  Don’t forget, you can add variables to your email to help personalize it when sending to many different people, using the drop-down tags list.

For audit information, you can add the email to the history for each customer, too.

Configuring your SMTP server to work with TeamLab

When you choose the Internal SMTP option the ‘Configure the SMTP’ window will display if your server is not yet set up correctly.  To configure your server, enter the following information in the window, as requested:

• Host – specify your domain name.
• Port – enter the port for your email (standard SMTP port is 25).
• Authentication – check the box to ensure that only the authorized users can use the server.
• Host Login/Password – enter your login details
• Sender Display Name – enter the text to be displayed in the ‘From’ field when people receive your email
• Sender Email Address – enter the email address of the sender.
• Enable SSL – check this box to enable encryption in client-server communications

Don’t forget to save your changes.  At a later time, if you want to update the SMTP settings, this can be done through the General Settings within the CRM module.

For more information on TeamLab, please visit: www.teamlab.com.

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